Conference and Events Manager

EVENTS SPEC 3 (006292)

UCPath Position ID: 40924862

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1115090

Approved Date:

5/3/2024 5:29:50 PM

Date Last Edited:

5/3/2024 5:29:42 PM

Last Action Effective Date:

3/1/2022

Organization Details

Business Unit (Location):

LACMP

Organization Code:

5000O

Organization:

ADMINISTRATIVE VICE CHANCELLOR         

Division Code:

5901D

Division:

ADMINISTRATION                         

Department:

319200 - LUSKIN CONFERENCE CENTER

Position Details

UCPath Position Number:

40924862

Position Description ID

168531

UC Payroll Title:

EVENTS SPEC 3 (006292)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 21

Job Code FLSA:

Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40065383

Reports to Payroll Title:

EVENTS MGR 1

UCPath Department Head Position Number:

40040346

Department Head Payroll Title:

ADMIN MGR 2

GENERAL SUPERVISION - Indicates that the incumbent develops procedures for performance of variety of duties; or performs complex duties within established policy guidelines.

0

POSITION SUMMARY

Incumbent's primary responsibility is supporting the UCLA community by providing professional meeting and planning guidance and the execution of events, conferences, and catering at the Luskin Conference Center. The Conference and Events Manager (CEM) collaborates with other Housing & Hospitality (H & H) units to support revenue generation at the Luskin Conference Center, other UCLA Hospitality properties, and UCLA and UC departments. The CEM sets up and leads on-site visits with future and prospective clients, and assists in developing proposals that include theme delineation, decor, menu, and service requirements. The incumbent acts as day-of manager along with Banquet Captains for catered events and group check-ins and maintains regular communication with all clients. The CEM maintains organized, detailed records of accounts within physical and digital files while coordinating group needs while on-site. The CEM distributes all pertinent client details to on-campus partners, accounting, vendors, campus service providers, and any third-party vendors that support the group's conference or event. The CEM assists the Accounting Department with billing and collections including purchasing, managing internal and external vendor charges, and account reconciliation.

The Luskin Conference Center (LCC) is a 300,000-square-foot, 7-story property on the UCLA campus. The LCC is comprised of 254 guest rooms, approximately 25,000 square feet of meeting space, a 160-seat restaurant, a fitness center, and a business center. The LCC is an academic meeting and conference destination supporting UCLA's education and research mission.

The Luskin Conference Center is a no-tipping environment.

Conference, Catering and Event Coordination

 • Serve as the Convention Services Manager for conferences and day meetings (as assigned) once the client is on-site, ensuring that all components of the conference run smoothly

 • Monitor room and space inventory through Salesforce Information System or comparable software

 • Negotiate arrangements with other UCLA departments regarding conference use of sports and recreational facilities, fleet and transportation services, telecommunications equipment, faculty club, and campus classrooms

 • Provide expertise in destination management, including visits to local attractions, programming, etc.

 • Aid in the preparation and distribution of Event bills in a timely and accurate manner by reviewing contractual agreements, catering, and equipment orders

 • Distribute information about conference groups to operational departments

 • Work directly with chefs and production teams to develop detailed proposals with accurate pricing

 • Order supplies and equipment necessary for each conference by reviewing conference requests and contacting appropriate campus departments and off-site vendors

60%

Accounting Budgetary Functions

 • Prepare income projections for events, catering orders, and conference groups

 • Facilitate the collection of deposits, conference and event pre-payments, and post-conference and event payments. Assist the Accounting Department with necessary collection processes

 • Provide profitability analysis to determine the value of conference groups, event booking, or catering orders

 • Participate in the analysis of conference, catering, and event occupancy reports, including income projections, forecasts, and budgets

 • Provide input for annual meeting space pricing related to existing account management and new proposals and inquiries

 • Expedite payment of delinquent accounts by contacting the conference, meeting, or event organizer

25%

Sales Management

 • Represent the department to potential clients by attending trade shows and networking functions

 • Conduct facility site inspections and assist in preparing service proposals

 • Upsell services and products not included in the original sales proposal

 • Support and sell other services and products offered by Housing and Hospitality revenue-generating departments, including Lake Arrowhead Lodge

 • Help with marketing ideas/techniques such as developing brochures, newsletters, articles for professional journals, etc.

15%

•

Performs other duties as assigned.

•

Complies with all policies and standards.

•

Complies with the University of California, Los Angeles (UCLA) Principles of Community.

•

This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.

QUALIFICATIONS

5+ years

Professional hospitality experience in hotel group or catering sales, convention services or collegiate conference and events industry

Required

Thorough knowledge and understanding of concepts, principles and practices of event planning and public relations, including event design, organization and production

Required

Demonstrated organizational and project management skills to work successfully with clients to produce high-quality events that meet client needs and appropriately represent the campus

Required

Experience maintaining a high standard of productivity within a broad scope of responsibility despite frequent interruptions. Ability to complete a large volume of diverse tasks efficiently, meeting established deadlines

Required

Highly developed interpersonal communication skills including political acumen and social perceptiveness

Required

Ability to give clear directives and use independent, rational judgment when making decisions and managing events

Required

Proficient skill using standard business software (e.g. Microsoft Office Suite) and hospitality sales software (e.g. Delphi)

Required

Excellent verbal and written communication skills to effectively communicate with diverse populations with competing priorities

Required

Skill in writing grammatically correct business English, such as conference proposals, memos, and other routine correspondence

Required

Sufficient knowledge of University accounting forms and procedures to accomplish standard departmental accounting transactions

Preferred

Working knowledge of the policies and procedures of Housing & Hospitality operational units, such as the Food & Beverage department

Preferred

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment.

Age Requirement: Candidate(s) must be 18 years or older to be eligible to be hired.

Driving Record: The position is subject to the California DMV "Pull Notice System" and continued employment is contingent upon proof of a satisfactory driving record.

5%

Domestic travel

Must carry a University cell phone

Required

Occasional attendance at offsite conferences and meetings

Required

Evening, weekend, and holiday work as business dictates

Required

Drive University vehicles, such as electric carts, for meetings, site inspections, etc.

Required

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Luskin Conference Center

•

General office equipment

•

University vehicles

Standing/Walking

X

X

Sitting

X

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

Lifting/Carrying/Push/Pull over 50 lbs

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

Loud noise levels

X

Marked changes in humidity or temperature

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

X

Exposures other

X

Sustained attention and concentration

X

X

Complex problem solving/reasoning

X

X

Ability to organize & prioritize

X

X

Communication skills

X

X

Numerical skills

X

X

Mental demands other

X

X

Classification 3:  Position in which exposure to blood, body fluids or tissues is not part of the position description. The normal routine task involves no exposure to blood, body fluids or tissues and the employee can decline to perform tasks which involve a perceived risk without retribution.